Minutes of the Annual General Meeting of Bursledon Parish Council held
on Wednesday 27 May 2009
at the Village Hall, Long Lane, Bursledon at 7.00 p.m
Present :
Cllr Holes (Vice Chair in the Chair for item 1)
Cllr Millar (voted in as the new Chairman in the Chair from item 2)
Cllr Allen
Cllr Craig (until 8.30 pm)
Cllr House (from item 14)
Cllr Milne
Cllr Misselbrook
Cllr Moneypenny
In attendance: Clerk – Mrs Jennifer Whittle
10 members of the public.
1 To elect a Chairman
Cllr Millar was proposed by Cllr. Craig, seconded by Cllr. Misselbrook.
All members voted unanimously in favour. The Clerk would update
website and notify EBC and HALC. ACTION: CLERK.
2 To elect a Vice-chairman
Cllr. Clarke was proposed by Cllr. Millar, seconded by Cllr. Moneypenny.
All members voted unanimously in favour. The Clerk would update
website and notify EBC and HALC. ACTION: CLERK.
3 Apologies for absence
Apologies had been received from Cllr Clarke, Cllr Lippold, Cllr Ralph
and Cllr Woodhouse.
4 To agree a schedule of meetings for 2008-2009
Cllr. Millar proposed to maintain the current schedule of meetings
(Planning Meetings on the second Wednesday and Full Council Meetings on
the fourth Wednesday of each month (as per Schedule of Meetings
previously circulated). Seconded by Cllr. Allen, all members voted
in favour.
5 To appoint representatives to parish offices
The following representatives were appointed
5.1 Tree Wardens – Mrs Margaret Lord, Mr Nick Bernier and
Cllr Hugh Millar.
5.2 Rights of Way Officer – Mrs Priscilla Woodrow.
5.3 Honorary Archivist – Mr. Jeff Martin.
The Clerk requested the Chair to take in item 19 to elect the Finance
Working Party Members. It was resolved that the standing Members
Cllr Clarke, Cllr Holes, Cllr House, Cllr Millar and Cllr Milne would
remain on the Finance Working Party.
ACTION: CLERK.
6 TO APPOINT REPRESENTATIVES TO OTHER BODIES
6.1 BHH Community Safety Action Group – Cllr Millar.
6.2 Bursledon and District Community Association – Cllr
House and Cllr Millar.
6.3 Bursledon Infant School Trustees – Cllr Millar and Cllr
Milne.
6.4 Bursledon Windmill Joint Management Committee – Cllr
Misslebrook.
6.5 CPRE – Cllr Woodhouse.
6.6 EDAPTC – Cllr Clarke (with Cllr Misselbrook as Deputy).
6.7 Eastleigh Road Safety Committee – Cllr Craig.
6.8 Eastleigh Strategic Partnership (ESP) – Clerk.
6.9 Gravel Extraction Group – Cllr Clarke and Cllr Milne.
6.10 Hamble River Management Committee – Cllr Clarke.
6.11 Hamble School Leisure Facility Management Committee –
Cllr Craig and Cllr Millar.
6.12 HCC Public Transport – no longer any external
representative. To be done in house when necessary.
6.13 Pilands Wood Community Association – Cllr Craig.
6.14 QEII Activities Centre – Cllr Craig had resigned, as
she did not wish to become a Trustee as required by the centre.
She informed Members that Richard Ward was investigating this matter and
the centre’s requirement to become a Trustee and whether it was legal.
Members asked the Clerk to write to Richard Ward to support the
necessity for him to investigate and advise on this matter.
ACTION: CLERK.
ACTION: CLERK.
7 Declarations of interest
Cllr Millar declared an interest in item 13.3.
8 Public session
Ron Grassie spoke to reiterate his comments at a previous meeting
regarding his concerns if gravel extraction is passed in Hamble.
He asked Members what measures or Action Plan Bursledon Parish Council
had in place should gravel extraction be allowed. He again
referred Members to correspondence in his possession in which Cllr House
had quoted that gravel extraction would never become a reality, but
which Cllr House had supported it several years ago. Cllr Millar
advised that although the three parishes are working together to fight
against gravel extraction, they are only consultees, much the same as
the public. However, he pointed out that Cllrs Clarke and Milne
would be attending the three parishes working party regularly and
reporting back to BPC at future meetings to keep Members updated.
Cllr Millar requested the Clerk to add this item to the next Full
Council Meeting Agenda. ACTION: CLLR CLARKE/CLLR MILNE/
CLERK.
9 MINUTES OF THE MEETING OF 8 APRIL 2009
Cllr. Holes proposed, Cllr. Millar seconded and the minutes were duly
approved and signed.
10 MATTERS ARISING FROM THE MINUTES OF 8 APRIL 2009
There were no matters arising.
11 minutes of the meeting of 22 April 2009
Cllr. Allen proposed, Cllr. Holes seconded and the minutes were duly
approved and signed.
12 Matters arising from the minutes of 22 April 2009
There were no matters arising.
13 Planning applications received from Eastleigh Borough Council
13.1 Kings Ash School Road - Notification of intent to crown
clean and crown lift to 3.5m and crown reduce at base by up to 2m of 1no
Oak Tree. Case Ref: N/09/64962. Case Officer: Andrew Giles.
Cllr Millar introduced this application. There were no letters of
objection. Members discussed the application.
Cllr Allen proposed DO NOT OBJECT, Cllr Moneypenny seconded and Members
voted unanimously in favour.
13.2 2 Wisteria Cottages, Bridge Road, Bursledon – Extension to
existing garage. Case Officer: Narinder Phagura. Case Ref:
F/09/64918.
Cllr Millar introduced this application. There were no letters of
objection. Members discussed the application.
Cllr Moneypenny proposed DO NOT OBJECT, Cllr Allen seconded and Members
voted unanimously in favour.
13.3 33 Woolwich Close Bursledon – Construction of garage
within parking area.
Case Officer: Nicola Reed. Case Ref: F/09/64740.
Cllr Millar introduced this application and advised Members that it was
a retrospective application. There were no letters of objection.
Members discussed the application.
Cllr Moneypenny proposed DO NOT OBJECT, Cllr Allen seconded and 6
Members voted in favour. Cllr Millar abstained in conjunction with
his declaration of interest.
13.4 Bourne Gap, Salterns Lane, Bursledon – Two storey front
extension, single storey rear extension, raised garden terrace and
detached summer house. Case Officer: Rachel Illsley.
Case Ref: C/09/65000.
Cllr Millar introduced this application. There were no letters of
objection. Members discussed the application.
Cllr Allen proposed DO NOT OBJECT, Cllr Milne seconded. 4 Members
voted in favour, with the 3 LAC Members abstaining.
13.5 Tesco Supermarket, Hamble Lane, Bursledon – Creation of new
vehicular access on Providence Hill. Case Officer: Narinder
Phagura. Case Ref: F/09/64657.
Cllr Millar introduced this application. There were no letters of
objection to the Parish Office.
Tony Partridge a resident at Providence Hill objected on the grounds
that the traffic at Providence Hill was already bad enough up to the
Windhover roundabout. He felt that the roundabout needed traffic
lights, as a matter of urgency as there was always heavy traffic during
peak hours. He also felt that Tescos’ prediction of 25% of their
overall traffic exiting from this exit was no guarantee of the volume of
traffic that would use it. He enquired whether reasons for refusal
were given by BPC to prevent the previous application. Cllr Millar
confirmed reasons for refusal had been given.
Ron Grassie a resident from Windmill Lane informed Members that he is
sometimes forced to go down Providence Hill and through Dodwell Lane, as
some drivers will not let him out.
Cllr Misselbrook commented that the visibility from the proposed exit
would be dreadful and that it may encourage drivers coming from Hamble
Lane to cut through the Tescos car park and out of this exit to avoid
queing up Hamble Lane.
Cllr Milne had received complaints from 6 residents in Windmill Lane who
had complained on various grounds; it already takes 20 minutes to get
from Windmill Lane to the roundabout during peak hours; the traffic
exiting from this Tescos exit will generally be crossing the flow of
traffic (as it will not be going down Hamble Lane); residents felt that
it would still be quicker for customers to use the other exit and
residents felt that the Windhover roundabout needed traffic lights.
Cllr Milne proposed to object on the grounds of 59BE this application
does not promote good design; 61BE the application opposes Home Zone
Concept; 4.31 this application does not reasonably prevent crime and
disorder, in that it will allow an extra escape route for criminals and
joy-riders; this application does not meet the Transport and
Accessibility requirements in items 6.1, 6.3, 89T(ii), (iv), (v) & (vi),
90T(ii) & (iv), 91T(iii), 100T(i), (ii) & (iii), 101T(i), 102T(i) & (ii)
and 104T of the Local Plan; this application does not meet the Economy
requirements in items 7.1, 7.3 and 118E(ii) of the Local Plan.
The application will also adversely affect the local residential area by
reason of Pollution (Air Quality), disturbance and noise (item 186IN in
the Local Plan). Cllr Misselbrook seconded. 4 Members voted in
favour with the 3 LAC Members abstaining. Members also requested
that should the Planning Officer be minded to permit this application
that it be referred to the LAC for consideration. ACTION:
CLERK.
14 Planning decisions notified by Eastleigh Borough Council
14.1 Mayfields, Pylands Lane, Bursledon – Single storey rear
extension to provide toilet facilities. Case Ref:
F/09/64650. PERMIT.
14.2 Tesco Supermarket, Hamble Lane, Bursledon – Creation of
HGV waiting bay. Case Ref: F/09/64600. PERMIT.
14.3 Tesco Supermarket, Hamble Lane, Bursledon – Alterations
to existing exit road to provide two lane approach to roundabout.
F/09/64687. PERMIT.
The planning decisions were noted.
15 Clerk’s report
15.1 The Assistant Groundsman had now carried out the cutting back
of the hedge in the rear of the Cemetery to allow clear access to the
cremation plots.
16 COMMUNITY SUPPORT GRANT APPLICATION
16.1 Hamble School Sport Partnership had made a grant application
for £3,000 towards the Cycling Development Officer post. Members
discussed this application and requested that the Clerk writes to the
applicant requesting more details, i.e. what percentage of the salary
does £3,000 represent, where is the balance of the salary coming from
and will a grant application be made to BPC annually. ACTION:
CLERK.
16.2 Bursledon Windmill had made a grant application for £2,862.00
to support the operation of the Windmill, specifically to part fund the
cost of a new Museum Assistant to give assistance to the milling
operation. Cllr Misselbrook proposed to make a grant of £2,862.00
under Section 137, Cllr Moneypenny seconded and Members voted
unanimously in favour. ACTION: CLERK.
16.3 Swanwick, Bursledon and Warsash Regatta had made a grant
application for £1,000.00 to go towards the costs of setting up the
Regatta. Cllr Moneypenny proposed to make a grant of £1,000.00
under Section 137, Cllr Craig seconded and Members voted unanimously in
favour. ACTION: CLERK.
16.4 Eastleigh Borough Council Centenary of Flight Project had
made a grant application for £250.00 towards the costs of a leaflet
which will explain and promote the various events and activities that
make up the celebration. Cllr Craig proposed to make a grant of
£250.00 under Section 137, Cllr Misselbrook seconded. 7 Members
voted in favour, with Cllr House abstaining. ACTION: CLERK.
17 SET UP NEW PARISH COMMITTEES
17.1 Parish Plan and Conservation Area Plan.
17.2 Human Relations.
17.3 Recreation and Amenities.
The Clerk explained that Cllr Clarke, as former Chair of BPC has
requested that new Committees be set up as above. He wished
Members to consider these options and volunteer for any Committees each
individual may be interested in representing. The Clerk explained
that Cllr Clarke was happy to be put forward to represent any of these
committees. Cllr Misselbrook was not happy about these Committees
being set up, as it seemed to be behind closed doors. He would
rather see these items being set up as Working Groups, with invites for
each meeting being sent to all Members and advertised for members of the
public through notice boards and the Newsletter. He also felt that the
matter of setting up a Parish Plan could become a very expensive project
for very little return. Cllr Allen agreed with his comments. Cllr
Millar and Cllr Craig felt that there was not a need for a Human
Relations Committee, as the Clerk dealt sufficiently with any items
through Exempt Business at meetings. Cllr Millar suggested that
the Clerk place this item on the next Agenda in order that Cllr Clarke
could enlighten Members and Members could make a formal vote.
ACTION: CLERK.
18 devolvement of eastleigh borough council services
18.1 Bursledon Station Woods.
18.2 Lionheart Way Ecology Park.
18.3 Peewit Hill Woods.
18.4 Pilands Wood Play Areas (including MUGA).
The Clerk advised Members that this item had been placed on the Agenda,
as several Members had contacted both herself and the former Chair,
Councillor Clarke, raising concerns regarding the decision making
process at the Full Council Meeting on 28 January 2008. She advised
that correspondence had also been received from Diane Andrews and John
Spiers relating to the legality of BPC’s decision making process and the
lack of adequate funding to adopt Pilands Wood Play Areas. EBC had
also provided the maintenance figures in relation to the Pilands Wood
Play Areas. All correspondence referred to had been circulated to
Members previously.
Cllr Allen advised that he had previously voted in favour of adopting
these areas in principle only, as no formal figures had at that time
been provided for the Pilands Wood Play Area. On hindsight
he now felt it would cost more than the £2 per residence council tax
increase. He also felt that BPC did not know how much the MUGA
would cost to maintain and so BPC could not adopt this at this stage.
A member of the public, John Spiers, spoke to support Cllr Allen’s
comments. He felt that the Human Resources currently in place were
too inadequate to undertake the current workload alone, as the
maintenance of several parish areas needed vastly improving. He
reiterated his comments made at the Annual Assembly on 22 April last and
referred to his letter to BPC following that meeting, namely that he
believed inadequate funding had been obtained from Eastleigh Borough
Council to cover the future costs of properly managing the Pilands Wood
Play Facilities, mainly due to the extent of vandalism experienced.
He felt that the decision made on 28 January 2009 was not
constitutional, as the vote was made on the basis of a recommendation by
Clarke, following an adhoc meeting and the item was very controversial
and so should have been a formal Agenda item and not expedited as it had
been.
Cllr Craig left the meeting.
Cllr Milne queried whether the decision had been made in a legal manner.
The Clerk informed Members that following an email from Cllr Milne to
this effect, she had sought the advice of Hampshire Association of the
Local Councils on this matter. HALC’s professional opinion was
that so far as BPC’s Minute records were concerned the decision was
binding, but they felt this decision was not carried out in a
constitutional manner, as it had not been a formal Agenda item (even
though it was in Exempt Business) and consequently should not have been
voted on at this meeting by Members. The Clerk confirmed that they
had also advised that it would be necessary for four Members to make a
motion to the Clerk for this item to be reconsidered as a formal Agenda
item, if they wished to rectify this mistake.
Cllr House advised that BPC had made a formal vote, which was
constitutional, at its January Full Council Meeting, because although
this item was only on that Agenda under Exempt Business to be discussed,
this is usual in the case of parish facilities being discussed at
Council meetings. He said Members had voted on the financial
implications of adopting these facilities, under the item of Finance and
had voted to increase the pre-cept by £2 per residence to cover the
costs of adopting the Pilands Wood Play Area and had also voted to adopt
the other areas as Minuted. He felt BPC were consequently obliged
to take responsibility for the maintenance of all these areas and as
part of the Bursledon parish the Pilands Wood facilities deserved to be
maintained by BPC. He felt BPC could manage these areas far more
effectively and cost efficiently. Cllr House said that EBC had
passed services to other parishes for several years now to manage more
efficiently and to empower the parish councils. He said it would
not involve residents paying more Council Tax, as it should costs less
being managed by BPC who would not have to travel miles to carry out
maintenance; EBC’s Council Tax had been reduced, as it would have been
more than it currently was had BPC not taken over these areas.
Cllr Misselbrook raised whether the decision made by BPC had been
constitutional. The Clerk once again referred to HALC’s advice to
her as above.
Cllr Moneypenny queried whether the £2 increase per residence for the
Pilands Wood Play Areas would be sufficient to manage Pilands Wood Play
Area. Cllr Allen felt it was not, as a written breakdown of costs had
not been provided by EBC at the time that vote had been made, EBC had
advised BPC that these figures were not available and would take time to
produce. Cllr Allen said that EBC had also vastly increased the
areas to be adopted at Lionheart Way Ecology Park by adding lots of open
spaces to the deeds.
In response to Diane Andrewes’ letter, Cllr Millar advised that Peewit
Hill Woods and Bursledon Station Woods had never been a public access
woods and BPC was only adopting these areas to protect them, he also
felt that the only additional expenses involved in managing the
Lionheart Way Ecology Park would be the insurance and regular
inspections, as this was a public open space.
Cllr House proposed that when dealing with the legal ramifications BPC
would legally adopt the Lionheart Way Ecology Park, but would not
adopt/legally adopt the open spaces at Lionheart Way and would legally
adopt the Peewit Hill Woods, but not adopt/legally adopt the open space
at Peewit Hill Woods and would at this stage exclude the MUGA facilities
from the Pilands Wood Play Areas to be adopted by BPC. Cllr
Misselbrook seconded. 4 Members voted in favour, 2 Members voted
against and 1 Member abstained. Members requested that the Clerk
writes to Diccon Bright at EBC confirming the outcome of these
discussions. ACTION: CLERK.
Cllr Allen left the meeting.
18 chairman’s statement
Cllr Millar had no statement to make at this stage.
19 Finance working party
This item had been voted upon under item 5 above.
20 FINANCE
20.1 To approve and sign the payments list and to approve the
monthly accounts, summary income and expenditure by budget heading, and
balance sheet. (Papers previously circulated to Members).
Cllr Holes proposed, Cllr Millar seconded to approve and sign the
payments list. 5 Members voted in favour and 2 Members abstained
as they had not seen the finance reports.
21 Newsletter
The draft newsletter (previously circulated to Members) was approved as
drafted. ACTION: CLERK.
22 DRAFT LEASE OF COMMUNITY CENTRE CAR PARK
The Clerk advised that this item would have to be deferred until the
next Full Council Meeting, as the Lease was in the process of being
drafted and the details of the Trustees’ addresses were required from
Cllr Milne. ACTION: CLERK.
23 ALLOTMENT FENCES AND HEDGES
Cllr Millar advised that he had carried out a site inspection with Des
Parker, one of the allotment tenants. Trespassers had accessed the
allotments on several occasions now and had recently vandalised small
tool storage boxes and stolen tools, damaged and flattened the produce
on several allotments and flattened several of the small allotment plot
fences. Access was being gained over the barrier at the rear,
which was not sufficient to block access. The Police had been to
inspect the site and make a report. Whilst inspecting the barrier
Cllr Millar had noticed that the road was being under-mined and the
earth was slipping out from under the road and barrier. Highways
had been to inspect this matter and intended to replace some of the
barrier posts to reinforce the barrier and improve the situation.
Cllr Millar proposed that BPC obtained quotes from three suppliers for
the highest fence possible to run along the boundary opposite the Lone
Barn Public House; along the footpath to the side; along the rear of the
allotments (in front of the barrier) and back down to Hungerford Road.
He instructed the Clerk to obtain confirmation from Planning at EBC of
what height the fence could be without planning being necessary and for
this item to be on a future Agenda once the quotes had been obtained.
Cllr Moneypenny seconded and all Members voted unanimously in favour.
ACTION: CLERK.
24 Correspondence
24.1 Hound Parish Council had provided a copy of the Hampshire
Minerals and Waste Development Framework Issues and Options.
(Previously circulated to Members for information).
24.2 HCC had forwarded a copy of “Planning Hampshire’s Future –
Spring 2009 Edition” which would be filed in the Parish Office for any
Members wishing to view this.
24.3 EBC had forwarded two copies of their Consultation Draft -
Affordable Housing Supplementary Planning Document, to be made available
to Members and the public for comment. This document can also be
viewed at
www.eastleigh.gov.uk/ebcd-4200.
24.4 EBC Finace Department had written to advise that after 31
March 2010 they were hoping a more balanced UK financial scenario may
exist, in which case the BPC’s investment with them would revert to the
standard arrangement of receiving an interest yield equivalent to ¾%
below the prevailing base rate process.
24.5 HCC have forwarded the Hospital Taxi Service figures for
September 2008 to March 2009, which will be filed in the Parish Office
for a short term.
24.6 Ibex Land & Property had written to Cllr Clarke (enclosing
copy plans) requesting BPC to comment on their proposed planning
application for the redevelopment of 1, 2, and 3 Old Bridge House Road,
Bursledon. Members asked the Clerk to write to Ibex to advise that
BPC would review the plans when formally submitted. ACTION:
CLERK.
24.7 Diane Andrewes had written thanking BPC for awarding her the
Certificate of Honour at the Annual Assembly.
24.8 The Highways Agency had written advising of an initiative to
reduce energy consumption whereby they intend to switch off road
lighting from midnight until 5 am on the M27 between junctions 7 and 8
from 23 April 2009. The next stage is for lighting to be switched
off on the main line of the motorway between each junction, although
lighting at the junctions themselves will not be affected.
24.9 Eastleigh Borough Council had forwarded information regarding
events held on the public highway, which will be filed in the office for
information purposes.
24.10 The Planning Inspectorate has written to notify that the
decision made for the appeal on a new footpath running from School Road
to Footpath 6 was that the Order was not confirmed.
24.11 Mrs Waghorn of Longwood, Kew Lane wrote to advise the
Council of the Order relating to the new footpath running alongside
their property and to ask whether BPC could advertise this fact in the
Newsletter. Members requested the Clerk to respond that these
matters were not generally advertised in the Newsletter, as would be the
case in this instance. ACTION: CLERK.
24.12 Bursledon Brickworks are holding a meeting on Thursday, 4
June 2009 from 2 pm to 5 pm to discuss the future of the brickworks.
They would like one representative to attend from BPC. Cllr
Misselbrook volunteered to attend this meeting and diaried the details.
24.14 EBC have written in response of BPC’s support of renewal of
the travel tokens. The letter will be filed in the Parish Office
for anyone wishing to view this.
25 Exempt business
The planning enforcement notices were noted.
The meeting closed at 9.28pm.
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